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Executive Assistant and Office Manager



Administration, Operations
Brooklyn, NY, USA
Posted on Thursday, June 27, 2024

EnergyHub empowers utilities and their customers to create a clean, distributed energy future. We help consumers turn their smart thermostats, EVs, batteries, and other products into virtual power plants that keep the grid stable and enable higher penetration of solar and wind power.

EnergyHub is searching for an exceptional Office Manager and Executive Assistant who will work closely with our People and Executive teams. The successful candidate will be responsible for a variety of tasks that ensure smooth office operations and provide high-level administrative support to the CEO and our Executive team.

This role is key to our company’s day to day operations and so it is required to work from our Brooklyn office five days per week.

Main Responsibilities

Event Coordination

  • Coordinate hotel and venue reservations for company-wide events such as company All Hands and other conferences.
  • Proactively prepare the office and team for upcoming events or changes by keeping organized records and calling in resources when needed.
  • Plan for company visitors, arranging for meals as needed and preparing desk/office space to manage capacity.

Executive Assistance

  • Manage CEO and Executive team’s schedules, calendars, and appointments.
  • Ensure invoices and reimbursements are processed accurately and timely for the President (via Expensify).

Financial Coordination

  • Manage purchase orders for the organization and keep track of the budgets set for recurring charges.
  • Maintain and follow a budget for office supplies and company events.

Office Management

  • Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
  • Manage the company’s corporate credit card ensuring invoices are submitted and paid on time.
  • Partner with IT to manage facilities and tech needs, ensuring conference rooms are properly set up with necessary supplies and ready for meetings throughout the day.
  • Coordinate with janitorial staff to ensure proper cleaning of office spaces weekly.
  • Communicate policies regarding office space and visits, and manage the flow of guests in the office.
  • Manage the Brooklyn and Vermont office seating plans, including desk allocations for visitors.
  • Ensure all new hires are entered into the building security system and receive a building pass and office fob on their first day.
  • Coordinate weekly EnergyGrub food orders for the Brooklyn office, taking dietary restrictions into consideration.
  • Update the company calendar with weekly onsite lunch details, communicate if there is a delay, be present to unpack the lunch.
  • Keep track of stock in the office pantry and refrigerator, considering food allergies and dietary restrictions.
  • Check refrigerator stock to ensure not over-ordering.
  • General physical office duties (e.g. ensuring orderliness of meeting rooms and common spaces).

Employee Engagement

  • Manage biweekly new joiner communications, including photo display.
  • Other duties as assigned

Key Skills and Experience

  • Highly organized, with an ability to prioritize work and automate routine tasks where appropriate
  • Excellent communication and relationship-building skills
  • Budget ownership and Purchase Order (PO) experience
  • Professional experience using Slack and Slack apps
  • Demonstrated experience of using both Google Suite and Mac OS for work
  • A proactive, high-ownership approach to your work and the work you collaborate on
  • Experience with Expensify and other financial software applications- we use E-Requester for our POs
  • A commitment to creating a positive, friendly and respectful office environment, underpinned by an appreciation for sensitivity and confidentiality at work

Preferred Skills and Experience

  • Experience supporting C-level executives
  • Experience with E-Requester PO software or other request system
  • First Aid or other Health and Safety qualification

Why work for EnergyHub?

  • Collaborate with outstanding people: Our employees work hard, do great work, and enjoy collaborating and learning from each other.
  • Make an immediate impact: New employees can expect to be given real responsibility for bringing new technologies to the marketplace. You are empowered to perform as soon as you join the team!
  • Gain well rounded experience: EnergyHub offers a diverse and dynamic environment where you will get the chance to work directly with executives and develop expertise across multiple areas of the business.
  • Work with the latest technologies: You’ll gain exposure to a broad spectrum of IoT, SaaS and machine learning obstacles, including distributed fault-tolerance, device control optimization, and process modeling to support scalable interaction with disparate downstream APIs.
  • Be part of something important: Help create the future of how energy is produced and consumed. Make a positive impact on our climate.
  • Focus on fun: EnergyHub places high value on our team culture. Happy hours and holiday parties are important to us, but what’s also important is how our employees feel every single day.

Company Information

EnergyHub is a growing enterprise software company that works with the most forward-thinking companies in smart energy. Our platform lets consumers turn their smart thermostats, electric cars, water heaters, and other products into virtual power plants that keep the grid stable and enable higher penetration of solar and wind power. We work on technology that already provides energy and cost savings to millions of people through partnerships with the most innovative companies in the Internet of Things.

Company Benefits

EnergyHub offers a generous benefits package including 100% paid medical for employees and a 401(k) with employer match. We offer a casual environment, the flexibility to set your own schedule, a fully stocked fridge and pantry, free Citi Bike membership, secure bike rack, gym subsidy, paid parental leave, and an education assistance program.

EnergyHub is an Equal Opportunity Employer

In connection with your application, we collect information that identifies, reasonably relates to or describes you (“Personal Information”). The categories of Personal Information that we may collect include your name, government-issued identification number(s), email address, mailing address, other contact information, emergency contact information, employment history, educational history, and demographic information. We collect and use those categories of Personal Information about you for human resources and other business management purposes, including identifying and evaluating you as a candidate for potential or future employment or future positions, recordkeeping in relation to recruiting and hiring, conducting analytics, and ensuring compliance with applicable legal requirements and Company policies.

Notice To Third Party Agencies:

EnergyHub understands the value of professional recruiting services. However, we are not accepting resumes from recruiters or employment agencies for this position. In the event we receive a resume or candidate referral for this position from a third-party recruiter or agency without a previously signed agreement, we reserve the right to pursue and hire those candidate(s) without any financial obligation to you.

The salary range of this opportunity is listed below and is determined within a range based on factors including qualifications, location and experience. This allows opportunity for growth and development within the role. The salary offered is part of a total compensation package.

Pay Range
$90,000$100,000 USD